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Home My WebLink AboutCSS 2024-12-09 Item 1B - Contract - Crystal Springs Park Lighting Replacement with LED Trail)City of Tukwila Parks & Recreation Department - Pete Mayer, Director Thomas McLeod, Mayor INFORMATIONAL MEMORANDUM TO: Community Services & Safety Committee FROM: Matthew Austin, Parks Maintenance & Operations Superintendent BY: David Rosen, Parks & Recreation Analyst DATE: November 20, 2024 SUBJECT: Contract Approval: Crystal Springs Park Lighting Replacement ISSUE City staff are seeking to execute a contract for rehabilitation of lighting located at Crystal Springs Park, said contract is in an amount that requires Council approval before mayoral execution. BACKGROUND In mid-2023, the Tukwila Parks and Recreation Department applied for and was awarded $100,000 under the Washington State Recreation & Conservation Office's Local Parks Maintenance (LPM) program. The award was given for the proposed Crystal Springs Park Lighting Replacement Project, which would see lighting in upper Crystal Springs Park replaced and/or rehabilitated to working condition, improving park safety, visibility, and satisfying Crime Prevention Through Environmental Design (CPTED) concepts. To date, the city is nearing completion of required cultural resource surveys, which utilized $24,000 of the grant award in State Fiscal Year 2024 (Ended June 30, 2024). DISCUSSION Completion of the proposed project will see the rehabilitation of sixteen (16) fixtures within the upper section of Crystal Springs Park, including six (6) luminaires in the sport court area and ten (10) lighting poles throughout the parking lot and trail area. Replacements include more efficient lighting circuitry and fixtures. These new fixtures are estimated to save 25,973 kWh annually, equivalent to 11.3 metric tons of Carbon Dioxide (CO2) emissions or the consumption of 1,276 gallons of gas. Additionally, annual energy cost savings from this project are estimated to be $2,597.34. FINANCIAL IMPACT Approval of this contract encumbers expenses totaling $79,232.15 in the Parks Maintenance Department's General Fund Budget. $76,000 of these expenses will be reimbursed by the LPM Grant via Contract 24-122, and the remaining $3,232.15 will be reimbursed by the Land Acquisition, Recreation, and Park Development Fund (301). Approval of this contract creates no net general fund inflows or outflows. RECOMMENDATION Staff recommend the committee forward this proposed contract to the December 9th Special Meeting Consent Agenda for final approval. ATTACHMENTS A --- Proposed Contract for Services & Exhibits B --- Annotated Crystal Springs Park Electrical Site Plan C --- Contract 24-122: SFY25 Local Parks Maintenance Grant (Summary, Scope, & Milestones) Tukwila City Hall • 6200 Southcenter Boulevard • Tukwila, WA 98188 • 206-433-1800 • Website: TukwilaWA.gov 25 26 p Crystal Springs Park $ 4,285.61 $ 18,225.00 $79,232.15 $ $ 79,232.15 iAVINGS FROM LOWERING ENERGY USE( TOTAL ANNUAL SAVINGS Sales Tax Total cost of products Installation, shipping, fees, tax, etc. Subtotal Utility Incentives" Total Project Costs IIM sbulneg ;so3Ienuuy 'INGS $ 1,793.61 $ 256.23 $ 547.50 En En E» Ef3 EA $ 2,597.34 Ienuuy 4M)16uineg M a) N- ENO L cv n EY Lri 25,973 Ienuuy UM,' pesodoad - u) CO 3- CO 3—CO � O Ienuuy um 6ups!x3 kW 26,477 CD CO COCO LL) sanoH Bupeaad o co v o v o o o o o aanixld aad sue 0 o 0 0 0 0 0 0 sawn;xlj;o �(;p M — ‘— cy N r O 0 En Proposal is for LED lights proposed only and is valid for 30 days from September 13, 2024. Proposed LED lamps have zero UV emissions, are mercury free, and almost 100% recyclable. uopduzLsea PROPOSED LIGHTING Astoria 43150 w/ tenon 4K Astoria 43100 w/ tenon 4K LED Trail LTR-S-G12C-70WBT3DA1-abcdef 70 watt shoebox style 3K Energy Light Inc 547112 20 ft square steel po 4 inches wide w/ Tenon remove old wooden poles and dispose , remove old concrete foundation and re pour new pole support foundations as r Min 3 ft depth Macromatic 23NV42 SPDT time s g variable up to several hours Momentary Mushroom tton we location Dayton 301 netallic Photocell cell 1 n 0V SPSPD elay Dal 40A Enter Rate Here »> aan;xld aad sum 1I) "I- LI) Cr)CO lf) O 0 0 C. C. the ROI. saan;xld Jo A;p co on O co T N 0 0 uopduzLsea EXISTING LIGHTING 400 Watt Metal Halide flood �250 Watt Metal halaide 150 W HPS replace wooden poles O remove existing remove existing Push botton photocell and SPDT relay uopeoo1 Spoprts court Lighting Parking lot Path lights New Poles Labor pole installation Time delay relays Control system for court lighting Control system for court lighting estimated payments: 5.99% $0 down finan E E m 0 E co 0 E M H? 0 0 CO a Eft Customer Acceptance Signature: 31 32 1 1111 Y °'h ? 1 ! 3 11111 14 1 4 —z .. t 34 Project Sponsor: Project Title: ion ar Tukwila Parks & Recreation Department Crystal Springs Park Lighting Replacement 24-122 Council Approval 9/16/24 RCO Grant Agreement Project Number: 24-2215M Approval Date: 06/30/2024 PARTIES OF THE AGREEMENT This Recreation and Conservation Office Grant Agreement (Agreement) for the project identified above (Project) is entered into between the State of Washington by and through the Recreation and Conservation Office (RCO), P.O. Box 40917, Olympia, Washington 98504-0917, and by and through the Tukwila Parks & Recreation Department (Sponsor, and primary Sponsor), 12424 - 42nd Ave S, Tukwila, WA 98168, and shall be binding on the agents and all persons acting by or through the parties. All Sponsors are equally and independently subject to all the conditions of this Agreement except those conditions that expressly apply only to the primary Sponsor. Sponsor attests that prior to and during the Period of Performance, its Authorized Representative(s)/Agent(s) identified on the original signed Applicant Resolution/Authorization has full authority to legally bind the Sponsor(s) regarding all matters related to the Project, including but not limited to, full authority to: (1) sign the grant application for grant assistance, (2) enter into this Agreement, including indemnification, (3) enter into amendments to this Agreement. Agreements and amendments must be signed by the Authorized Representative/Agent(s) of all Sponsors, unless otherwise allowed in the AMENDMENTS TO AGREEMENT Section. A. During the Period of Performance, a Sponsor may change its Authorized Representative/Agent only by providing the RCO written notice of the change and identifying the new designee authorized to sign as Authorized Representative/Agent. Unless and until such written notice is provided to RCO, RCO shall recognize only the person initially identified as the Authorized Representative/Agent. B. RCO reserves the right at any time to request, and Sponsor has the obligation to provide authorizations and documents that demonstrate any signatory to this Agreement or an amendment has the authority to legally bind the Sponsor. For the purposes of this Agreement, as well as for grant management purposes with RCO, only the primary Sponsor may act as a fiscal agent to obtain reimbursements (See PROJECT REIMBURSEMENTS Section). PURPOSE OF AGREEMENT This Agreement sets out the terms and conditions by which a Local Parks Maintenance Program grant is made from the General Fund State Account of the State of Washington. The grant is administered by the Recreation and Conservation Office (RCO). DESCRIPTION OF PROJECT The City of Tukwila Parks and Recreation Department will use this grant to replace nonfunctional lights in Crystal Springs Park. The City will replace underground wiring systems and purchase new light fixtures. The primary recreational activity supported by this project is maintenance of outdoor recreation sites. PERIOD OF PERFORMANCE The period of performance begins on July 1, 2024 (project start date) and ends on June 30, 2025 (project end date). No allowable cost incurred before or after this period is eligible for reimbursement unless specifically provided for by written amendment or addendum to this Agreement, or specifically provided for by applicable RCWs, WACs, and any applicable RCO manuals as of the effective date of this Agreement. The RCO has the right to summarily dismiss any request to amend this Agreement if not made at least 60 days before the project end date STANDARD TERMS AND CONDITIONS INCORPORATED The Standard Terms and Conditions of the Recreation and Conservation Office attached hereto are incorporated by reference as part of this Agreement. LONG-TERM OBLIGATIONS For this maintenance project, the Sponsor's ongoing obligations for the project area shall be for the period of performance of this Agreement. For equipment purchased as part of the project, the Sponsor's ongoing obligation shall comply with the RCO: 24-2215 Revision Date: 10/26/2023 Page 1 of 19 35 Treatment of Equipment and Assets section and applicable RCO Manuals identified herein. PROJECT FUNDING AND REIMBURSEMENT PERIOD(S) The total grant award provided for this project shall not exceed $76,000.00. The RCO shall not pay any amount beyond that approved for grant funding of the project.: Office - Local Parks Mnt Single -Tier 2 Total Project Cost Percentage Dollar Amount Source of Funding 100.00% $76, 000.00 State 100.00% $76, 000.00 If this Grant Agreement's period of performance spans more than one state fiscal year (July 1st through June 30th), Sponsor's work performed in each fiscal year shall be reimbursed only with the funds available in that fiscal year. RCO shall not be obligated to reimburse work performed in one single fiscal year with funds from another fiscal year. Grant funds that are not expended through a reimbursement request in one fiscal year (unused funds) shall not be carried over to the next fiscal year, and Sponsor has no right to these funds in the next fiscal year. Sponsor shall forfeit unspent grant funds, which shall remain with RCO unless otherwise made available as part of an amended Agreement. RIGHTS AND OBLIGATIONS INTERPRETED IN LIGHT OF RELATED DOCUMENTS All rights and obligations of the parties under this Agreement are further specified in and shall be interpreted in light of the Sponsor's application and the project summary and eligible scope activities under which the Agreement has been approved and/or amended as well as documents produced in the course of administering the Agreement, including the eligible scope activities, the milestones report, progress reports, and the final report. Provided, to the extent that information contained in such documents is irreconcilably in conflict with the Agreement, such information shall not be used to vary the terms of the Agreement, unless the terms in the Agreement are shown to be subject to an unintended error or omission. "Agreement" as used here and elsewhere in this document, unless otherwise specifically stated, has the meaning set forth in the definitions of the Standard Terms and Conditions. AMENDMENTS TO AGREEMENT Except as provided herein, no amendment (including without limitation, deletions) of this Agreement shall be effective unless set forth in writing and signed by all parties. Exception: extensions of the Period of Performance and minor scope adjustments need only be signed by RCO's director or designee and consented to in writing (including email) by the Sponsor's Authorized Representative/Agent or Sponsor's designated point of contact for the implementation of the Agreement (who may be a person other than the Authorized Agent/Representative), unless otherwise provided for in an amendment. It is the responsibility of a Sponsor to ensure that any person who signs an amendment on its behalf is duly authorized to do so. COMPLIANCE WITH APPLICABLE STATUTES, RULES, AND POLICIES This Agreement, including any amendment thereto, is governed by, and the Sponsor shall comply with, all applicable state and federal laws and regulations, applicable RCO manuals as identified below, Exhibits, and any applicable federal program and accounting rules effective as of the date of this Agreement or as of the effective date of an amendment, unless otherwise provided in the amendment. Provided, any update in law, rule, policy or a manual that is incorporated as a result of an amendment shall apply only prospectively and shall not require that an act previously done in compliance with existing requirements be redone unless otherwise expressly stated in the amendment. For the purposes of this Agreement, the following RCO manuals are deemed applicable and are incorporated as terms of this Agreement: • Local Parks Maintenance Grant- Manual 27 • Reimbursements - Manual 8 SPECIAL CONDITIONS None SPECIAL CONDITIONS - CULTURAL RESOURCES None RCO: 24-2215 36 Revision Date: 10/26/2023 Page 2 of 19 AGREEMENT CONTACTS The parties will provide all written communications and notices under this Agreement to either or both the mail address and/or the email address listed below: Sponsor Project Contact David Rosen Fiscal Analyst 12424 42nd Ave S Tukwila, WA 98168 david.rosen@tukwilawa.gov RCO Contact Hayley Dalgetty Outdoor Grants Manager PO Box 40917 Olympia, WA 98504-0917 hayley.dalgetty@rco.wa.gov These addresses and contacts shall be effective until receipt by one party from the other of a written notice of any change. ENTIRE AGREEMENT This Agreement, with all amendments and attachments, constitutes the entire Agreement of the parties. No other understandings, oral or otherwise, regarding this Agreement shall exist or bind any of the parties. EFFECTIVE DATE Unless otherwise provided for in this Agreement, this Agreement, for Project 24-2215, shall become effective and binding on the date signed by both the Sponsor's and the RCO's Authorized Representative/Agent, whichever is later (Effective Date). Reimbursements for eligible and allowable costs incurred within the period of performance identified in the PERIOD OF PERFORMANCE Section are allowed only when this Agreement is fully executed, and an original is received by RCO. The Sponsor has read, fully understands, and agrees to be bound by all terms and conditions as set forth in this Agreement and the STANDARD TERMS AND CONDITIONS OF THE RCO GRANT AGREEMENT. The signatories listed below represent and warrant their authority to bind the parties to this Agreement. Tukwila Parks & Recreation Department BY. Thomas McLexxi (Sep U , 2o24 za21 iron) Name (printed): Thomas McLeod Title: Mayor State of Washington Recreation and Conservation Office BY• KzIJa4s( �,2®2411:17.7.rlri) FOR Megan Duffy Director Recreation and Conservation Office By: Pre -approved as to form: Assistant Attorney General Date: Sep 18, 2024 Date: Sep 18, 2024 Date: 10/26/2023 RCO: 24-2215 Revision Date: 10/26/2023 Page 3 of 19 37 ion ar RCO Grant Agreement Project Sponsor: Project Title: Tukwila Parks & Recreation Department Crystal Springs Park Lighting Replacement Project Number: 24-2215M Approval Date: 06/30/2024 Eligible Scope Activities ELIGIBLE SCOPE ACTIVITIES Maintenance Metrics Worksite #1, Crystal Springs Park Recreational Facility Maintenance Perform Recreational Facility Maintenance Cultural Resources Cultural resources Project Management Project Management Perm its Obtain permits RCO: 24-2215 38 Revision Date: 10/26/2023 Page 4 of 19 ion ar RCO Grant Agreement Project Sponsor: Project Title: Tukwila Parks & Recreation Department Crystal Springs Park Lighting Replacement Project Number: 24-2215M Approval Date: 06/30/2024 PROJECT MILESTONE REPORT Complete Milestone Project Milestones Target Date Comments/Description Project Start Permits Complete Cultural Resources Documents Cultural Resources Complete RCO Notice to Proceed Progress Report Due Annual Project Billing Due Agreement End Date Final Billing Due Final Report Due 07/01/2024 07/15/2024 07/15/2024 09/01/2024 09/10/2024 01 /15/2025 01 /31 /2025 06/30/2025 07/31/2025 08/15/2025 Survey Submitted Consultation Complete & Inadvertent Discovery Plan Submitted No ground disturbance allowed prior to Notice to Proceed RCO: 24-2215 Revision Date: 10/26/2023 Page 5 of 19 39